Name of Group: Dalwood Community Shop and Post Office

Application Eligibility Criteria Yes No Is the application form complete? X Is the form signed? X Group Eligibility Criteria Yes No Is the group a registered charity and standard Village Hall? X Is there a copy of the group’s governing document? E.g. trust deed, mem & arts, X constitution. Is there a long-term lease (i.e., 28 yrs or more from time of application) or is the X land free-hold? Is there a copy of the most recent annual accounts? X Is there less than one year’s running costs in reserve? X Project Eligibility Is it an admissible type of project? X Are there drawings or builders specifications, if applicable? X Is the proposal not solely for land purchase? X Have the works not yet started? NB: earlier phases and professional fees are X admissible. Is it for capital works only? X Will there be likely spend in 12 months from time of approval? X Costs Eligibility Are there 3 quotes or a ‘bill of quantities’? X Is the grant requested no larger than £5,000? X Is the overall project no larger than £750,000? X a. Is the grant requested no larger than 1/3 of the overall project costs? X b. Is there 1/3 of the funds from the group? NB. This is flexible, as long as the X whole 2/3 is not from sole, large source e.g. lottery Do funding gained and cost of project match? X

ASSESSOR Comments: Only have a 7 year lease for the rest of the shop, but that lease is with EDDC. Feedback from Estates is that we can’t see why we would be opposed to renewing it. They are an Industrial and Provident Society. There are a wide variety of funding sources for the project. They have over a years running costs in reserve, but £3,750 of this is going towards the project, and it is a community shop rather than a village hall. Minimum score for each = 0, Maximum score for each = 5

ITEM Max. Score Score Given 1 To what extent is the hall, itself, needed by the local community? 5 2 Comments: The community shop and post office themselves are well used and continually improving. This project is to add a small meeting area with coffee machine onto that. The pub serve coffee at lunchtimes but some people who have asked for this project have said they wouldn’t use the pub.

2 To what extent are the works needed? 5 2 Comments: There are few spontaneous meeting places in the village. The idea is that this would help reduce isolation in a rural area by providing a spontaneous, social meeting place and also that it would make the well used shop and post office more sustainable. However, compared to other projects there isn’t as much need.

3 To what extent has the project been developed with community support? 5 4 Comments: The community has asked for it and some members of the community have donated money towards it. There are several letters of support as part of the application. The community shop and post office being safeguarded is in the Neighbourhood Plan, and this would help them become more sustainable.

4 How well is the project planned (including works, advice and disability 5 5 access)? Comments: Well planned, with plans and conditional planning permission provided.

5 How realistic is the funding package? 5 4 Comments: Have the majority of the funding in place for the £32,950 project, £5,500 unconfirmed but applied for and any shortfall will be met from shop reserves.

Total Score: 25 17 ASSESSOR Comments: Name of Hall: Dalwood Community Shop and Post Office

The community shop and post office themselves are well used. This project is to add a small meeting area with seating and a coffee machine in it. The idea is that this would help reduce isolation in a rural area by providing a spontaneous, social meeting place and also that it would make the well used shop and post office more sustainable. The community shop and post office being safeguarded is in the Neighbourhood Plan, and this would help them become more sustainable. They have letters of support from the community, and have raised a lot through fundraising in the community. There is a pub who serve coffee at lunchtimes but some people who have asked for this project have said they wouldn’t use the pub. There are other meeting places in Dalwood, but they need to be pre-booked.

Total Project Cost: Award Requested Recommendation £32,950 £2,500 £

Funding Package: Funds Applied For or Amount In hand? Yes, No, Unconfirmed Funds: Raised or Unsuccessful Parish Council £3,500 Yes £5,500 Fundraising £17,700 Yes Shortfall: Fundraising £5,500 No £0 Hall contribution £3,750 Yes Grant: None £0

Total (if we give our grant) £32,950 Priority Scoring:

ITEM SCORE (0-5) 1. Need for Hall 2 2. Need for proposed works 2 3. Local support 4 4. Planning of project 5 5. Funding package 4 TOTAL SCORE: 17

Assessment Summary: East District Council Community Building Fund Application Form 2019 / 2020 Please read the guidance notes thoroughly before completing the application form.

IMPORTANT- If your application is incomplete by the deadline, it will not be assessed and will be returned to you. Data Protection Any personal information which you provide will be held and used by District Council for the purpose of your grant application. Your information will be held temporarily by SNAP Surveys Ltd who provide the software used for the application. Your information may also be shared within East Devon District Council for the purposes of carrying out our lawful functions. Otherwise your personal information will not be disclosed to anybody outside East Devon District Council without your permission, unless there is a lawful reason to do so, for example disclosure is necessary for crime prevention or detection purposes. Your information will be held securely and will not be retained for any longer than is necessary. There are a number of rights available to you in relation to our use of your personal information, depending on the reason for processing. Further detail about our use of your personal information can be found in the relevant Privacy Notices which can be accessed online:http://eastdevon.gov.uk/privacy SNAP Surveys Ltd Privacy Policy:https://www.snapsurveys.com/survey-software/privacy-policy-uk Eligibility checklist 1 Please answer the following questions. If you answer 'No' to any of them your project isn't eligible for this funding. If your answer is 'No' to any of these and still submit an application, your application will not be considered and will be returned to you. Does not Yes No apply Does your total project cost between £4,500 and £750,000? Is your application to us for between £1,500 and £5,000? Do you have the vast majority of your match funding from other sources in place? Is your community building or community shop in an area not covered by a town council? Is your community building or community shop in East Devon? If the application is for a community building, is it used by a minimum of three separate and distinct user groups? Do you have permission from all the relevant organisations and people to carry out the project? Is your project a capital project for non- removable items (not to help with running costs, routine repair or maintenance nor removable items such as chairs and crockery)? Please refer to guidance. 2 Have you been awarded funding through our Community Buildings Grants scheme in the last two years? Yes - if yes, you aren't eligible for this funding No A - Your contact details 3 Name of your community building: Dalwood Community Shop and Post Office

4 What Parish is your community building in? Community buildings in Town Council areas are not eligible. Dalwood Parish East Devon

The contact details below will be removed before the application is made public as part of the agenda and minutes of the decision making meeting. Please see section F and the start of the questionnaire for further information. 5 Main contacts name, position on the Committee, and address (including postcode): Mrs Shelagh Beak Secretary to the Shop Management Committee The Leys , Dalwood ,, Devon EX13 7HA

6 Main contacts phone number: 01404 881760

7 Main contacts e-mail (IN BLOCK CAPITALS): [email protected] B - The legal status and management of your community building 8 Are you a registered charity? Yes No - please move onto question 9 If yes, what is your number?

9 Is your governing document a.... Trust Deed Conveyance Lease Charity Commission Scheme Other - please write in below:

10 In whom is the property vested? E.g. who are the holding/ custodian trustees? Named trustees Parish Council Official Custodian for Charities 11 Is your community building: Freehold Leasehold - please tell us how many years remain on the lease: 7 YEARS We anticpate EDDC will renew the lease due to the work already 12 Are there any restrictivedone there covenants. in your governing document? Yes No - please move onto question 13 If yes, please specify: C - About your project 13 Are there any other community buildings in the parish? If so, please tell us what they are and explain why the community building you are applying on behalf of is needed as well as the others. Village Hall Recreation Field Pavilion The Village Hall is too large and impersonal for the requirement of a smaller more congenial meeting place The Pavilion is on the edge of the village. Both would require pre booking which would preclude spontaneous arrangements

14 Please explain in detail how regularly is your community building used and who uses it? The shop is open7days a week Monday -Friday 830am-6.00pm Saturday 8.30am-4.00pm Sunday 8.30am-12.30pm The Post Office is open Monday and Tuesday plus Thursday 9.00am-1130am. With no banks in Axminster the PO is a valuable assert. A large proportion of the village use the shop and PO on a regular basis The village is very picturesque with some attractive footpaths and attracts many walkers who also use the shop. We are a registered Water Replacement Point.

15 What is your project? Please check the rules to make sure your project is eligible. In particular we can't fund routine maintenance and repair costs. The Community Shop was converted and extended from 1 of 3 EDDC garages leased to the Shop 18 years ago.7years later the Council allowed an extension into the adjacent unused garage..As the 3rd garage is not likely to become available the project is a brick and glass extension to the existing shop on the current window end to create an informal familiar and welcoming meeting place within the village.This will have a quality hot drinks machine 2 tables and 8 chairs a, book exchange facility plus Tourist information publications.. 16 Why do you want to carry out this project, why is it needed and what difference will it make? . We want to carry out the project to response to a long standing ambition of the village residents to provide a familiar and welcoming meeting place within the village where they and visitors can meet over a hot drink It will be of great benefit to all residents but especially the older and single residents who can feel isolated. It will make a big difference to know there is somewhere close by where they can socialise outside their own surroundings The opening times of the shop provide a good time frame during the day.

17 How do you know this work is needed? Who and how have you consulted? Shareholders and users of the shop have suggested the idea of a Coffee shop at several AGMs but this was not feasible in the past but before last year's AGM a constructive suggestion was made to build a brick and glass extension to the window end of the Shop.A vote was taken on the suggestion at the 2018 AGM which was almost unanimously in favour of the proposal. We also held an EGM with proposed plans plus a questionnaire survey based in the shop to ensure other customers were also in favour. The results were also very positive. The amount of money pledged by individuals and village organisations indicates their support for the project. We applied for planning permission and permission to build from EDDC who are our landlords.Both requests were granted Please see letters of support. 18 Has planning approval been given? Yes- Planning application reference:______Not required No- If no, why not: Planning permission number 18/0941/FUL

19 Has building regulation approval been given? Yes Not required No- If no, why not: Applied for not yet received

20 When do you intend to start this project and how long is work likely to take? Summer 2019 2 months D - Project costs and match funding 21 Can you claim the VAT back on any of your your project costs? Yes - please apply for the costs without including the VAT you can claim back No - please apply for the project costs inclusive of VAT 22 Project costs (£) Purchase of land Nil

Purchase of building Nil

Construction work £27.950

Adaptation/ repair work Nil

Fixtures and fittings Tables and Chairs. The coffee machine Car park Nilmay be leased.

Other (please specify below) £500 Lease Extension

Professional Architect Fees Nil Donated

Professional Surveyor Fees £2000

Professional Solicitor Fees £500

Disability access audit Nil

Safety planning supervisor Nil Planning application/ Building Regulations £1100 VAT

Inflation/ contingency £2000

Total Cost £32.250 Please send us copies of quotations for the project, we would expect quotations from a minimum of three companies. If you don't send quotations you won't be eligible for the funding. 23 Match Funding (£) We do prefer to be final funder, please make sure you have at least the vast majority of your funding in place before applying Grant you are requesting from EDDC £1500 Your contribution £3000 Grant from Parish Council- is this confirmed? £3500 Confirmed Council meeting 21/5/2019

Other (please specify below and send evidence where £23.000 possible) See attached list

£31.000 Total £1250 Shortfall E - Your finances

Please send your most recent set of approved annual accounts to us F - East Devon District Councillor comments 24 Please ask your East Devon District Council Ward Member(s) for their comments on your project and write their name(s) and comment(s) in below: If you don't know who your EDDC Councillor is you can find out online here: www.eastdevon.gov.uk/council-and- democracy/who-is-my-councillor/ Jamie I would like to please ask that if there is any available funding to help Dalwood community shop progress it’s vision and help it become more sustainable, I am one hundred percent behind helping the shop and have used some budget from Devon County funds to help with the scheme. The shop is a really well used asset in Dalwood and supported by customers from some of the surrounding villages so it is vital to help the volunteers who make this unique shop the success that it has become. Regards Iain Chubb. Section F- Checklist 25 Please check that you have included / sent the following with your application: Copy of governing document Details of offers / grants from any other funder / organisation A minimum of 3 quotes for total project costs Copy of most recent set of approved annual accounts Optional documents to send us: - Photographs, specifications and drawings - Extract from your Parish Plan / Neighbourhood Plan - Evidence from consultation e.g. letters of support from users - Other Please send all accompanying information by post or by e-mail to us: Post: Jamie Buckley, Engagement and Funding Officer, East Devon District Council, Knowle, Blackdown House, Border Road, Heathpark Industrial Estate, , EX14 1EJ E-mail: [email protected] 26 Please click in the box below to indicate that you have understood that East Devon District Council is subject to Freedom of Information legislation. Unless your information is classed as confidential or protected under data protection legislation and policies it will be made public. This will be in the form of the agenda and minutes of the decision making meeting and to fit in with any other Freedom of Information requests. If any information you have given is exempt from disclosure under the Freedom of Information Act, it may be redacted before the remainder is published. Find out more here: http://eastdevon.gov.uk/access-to-information/freedom-of-information/ If you don't tick this box your application can't go forward.

27 Signature of applicant:

28 Date:

Please complete this application form in full and click on the 'submit' button below to send your answers to us Dalwood Community Shop Association Ltd

Annual General Meeting May 3rd 2019

Financial Reports

Year Ended March 31st 2019

Page 1 Profit & Loss Statement

Page 2 Balance Sheet

Unaudited at time of AGM DALWOOD COMMUNITY SHOP ASSOCIATION LTD

PROFIT & LOSS ACCOUNT

YE MARCH 31st 2019

Unaudited at time of AGM £ 2019 £ 2018

Sales 43,328 42,205 1,123 0 Cost of Sales 0 Opening Stock 6,146 5,900 0 Plus Purchases 36,297 35,093 0 Less Closing Stock ·.. 7,053 35,390 -6,146 34,847 543 0 Gross Profit (Sales-Cost) 7,938 7,358 580

G.P. % 18.32%1 17.43%1

Other Income Interest Received 0 0 0 Grant 0 0 0 Hall Lottery Scheme 205 240 -35 Plunkett Prize 0 0 0 Feed-in tariff 782 987 914 1,154 ..·132 0 Overheads 0 Light, Heat & Water 2,611 2,915 -304 Repairs & Maintenance 473 1,421 -948 Rent & Rates 650 650 0 Depreciation 609 635 -26 Dumped stock 269 223 46 Insurance 404 398" 6 Till OversjUnders 80 -49 129 Statutory Fees & Licences 165 191 -26 Shop use of stock 196 192 4 Software 279 279 0 Printing & Stationery 176 60 116 Chip & PIN costs 404 283 121 Telephone. Postage etc 295 312 -17 Sundries (Inc! Donations) 30 40 -10 Advertising 352 415 -63 Petrol & Mileage 0 0 0 CT Refund 0 -156 156 Professional Fees 182 315 -133 Christmas Party 88 84 4 CofFee Shop Extension 327 2017 System upgrade 0 7,590 120 8,328 -120

Net Profit j (Loss) before tax 1,335 794 184

Taxation as calculated TBA -122

Retained Profit I (Loss) 1,335 I C-62i DALWOOD COMMUNITY SHOP ASSOCIATION LTD

BALANCE SHEET YEAR ENDED March 31st 2019 2019 2018

Unaudited at time of AGM

Fixed Assets Opening Balance 2,545 3,159 Acquired in Year 3,272 20 5,817 3,179 Grants 0 0 Depreciation -509 5,208 -635 2,544

Current Assets Stock 7,053 6,146 Prepayments 0 0 Cash at Bank 13,513 15,778 Sundry Debtor 0 0 Cash Floats 209 187 Recoverable VAT 358 Petty Cash 0 21,133 0 22,111

Current Liabilities Trade Creditors -3;iJ8 0 Payable VAT 0 22 Corporation Tax 2018 -122 Corporation Tax 2019 -460 -122 -100

Net Current Assets 25,881 24,555

Long Term Liabilities Bonds & Vouchers -1.800 -1,800 -1,830 -1,830

Assets ­ Liabilities 24,081 1 22,7251

Represented by: IShare Capital 380 I 360 I Profit/CLoss) brought forward 22,366 22,303 Current Year's Profit/CLoss) 1,335 1 24,081 1 62~ 22,7251

Profits Carried Forward 23,701 22,365 0

Dalwood Community Shop Funding details For EDDC Buildings Grant June 2019 Donations pledged or received Anonymous cash donor (Known to Committee) £5.000 Anonymous cash donor £4.000 (Known to Committee) Dalwood Community Land Trust £2.000 Mick Oliver’s Project Manager Time contribution £3.500 Devon Buildings £2.000 2 Fundraising parties £700.00 Buy a Brick promotion £500.00+ Sub Total £17.700 Pending Axe Vale Festival £1.500 Fair £1 500 Raft Club £1,500 Fund raising events £1,000+ Subtotal £5,500 Total £23.200